Final_RFP_074_2600000270_2_SO_FORM.PDF

Document ID: RFP 074 2600000270 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 2

TITLE: 074/THVC/DRUG TESTING & DOT Testing

Date Issued:

03/17/2026 Record Date:

03/12/2026

Solicitation Closes Date:

04/01/2026 Time:

15:00

Solicitation No:

RFP 074 2600000270

Reason for Modification

Modification to add questions and answers

Online Bidding Prohibited: Yes For Information Call:

Cindy Walker 859-858-2814

Bid Receiving Location:

Thomson-Hood Veterans Center Purchasing 100 Veterans Drive

Wilmore KY 40390

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFP 074 2600000270 Page: 2

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 THVC DRUG & DOT TESTING RFP

Comm Code Comm Description Manufacturer Model # Manuf Part #

95207 Alcohol and Drug Testing Services

Extended Description

THVC DRUG & DOT TESTING RFP

Shipping Information Thomson-Hood Veterans Center

100 Veterans Drive

Wilmore KY 40390

Billing Information Thomson-Hood Veterans Center

100 Veterans Drive

Wilmore KY 40390

Document ID: RFP 074 2600000270 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item Technical Cost Oral Presentation

Revised February 2026

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission.

If the items highlighted below are not submitted with the proposal submission, the Commonwealth MUST deem the proposal non-responsive and SHALL NOT consider for award.

All other items MUST be submitted prior to award.

_____ SIGNED AND COMPLETED SOLICITATION –Section(s) 8.00 and 8.10 of this RFP

(not required if submitting electronically)

_____ *PROPOSED SOLUTION (TECHNICAL) UNDER SEALED COVER AND BY

CLOSING DATE --Section(s) 8.00 and 8.10 of this RFP

_____ *PROPOSED SOLUTION (COST) UNDER SEALED COVER AND BY CLOSING

DATE -- Section(s) 8.00 and 8.10 of this RFP

_____ TRANSMITTAL LETTER – Section 8.20 of this RFP

_____ PROOF OF REGISTRATION WITH SECRETARY OF STATE BY A FOREIGN

ENTITY -- Section 8.00 of the Personal Service Contract Terms and Conditions of this

RFP

_____ REQUIRED AFFIDAVIT(S) – Section 8.20 of this RFP

*The Commonwealth defines SEALED as “a closure that must be broken to be opened and that thus reveals tampering” (Merriam-Webster Dictionary, https://www.merriam-webster.com/ dictionary/seal

Document Phase Document Description Page 4

2600000270 Final 074/THVC/DRUG TESTING & DOT Testing Total Pages: 29 https://www.merriam-webster.com/dictionary/seal https://www.merriam-webster.com/dictionary/seal

REQUEST FOR PROPOSAL

FOR

PERSONAL SERVICE CONTRACT

Kentucky Department of Veterans Affairs/Office of Kentucky Veterans Centers Thomson Hood Veterans Center Random and New Employee Drug Testing & DOT Testing

RFP 074 2600000270

Addendum 1 This addendum is to answer questions in response to this solicitation. See page 22.

This document constitutes a Request for Proposals for a Personal Service Contract from qualified individuals and organizations to furnish those services as described herein for the Commonwealth of Kentucky, Kentucky Department of Veterans Affairs, Thomson Hood Veterans Center

Offerors are advised that any personal service contract resulting from this RFP must comply with all applicable provisions of KRS 45A and KRS 12.210 prior to becoming effective.

A contract, based on this RFP, may or may not be awarded. Any contract award from this RFP is invalid until properly approved and executed by the Finance and Administration Cabinet and filed with the Legislative Research Commission, Government Contract Review Committee.

1.00 Purpose and Background

Thomson-Hood Veterans Center (THVC) is contracting services to provide laboratory drug and alcohol screens for Pre-employment and current employees. Services shall include Random, Reasonable Suspicion, Post-Accident and Pre-employment urine drug screens. Breath Alcohol Screening is conducted for all post-accident and reasonable suspicions.

DOT random testing is conducted for all CDL personnel.

2.00 Scope of Work

The contract holder shall establish and maintain a comprehensive network of testing sites to ensure applicants seeking employment in a test-designated position at a facility operated by the department and a test designated employee employed at Thomson-Hood Veterans Center who provides care, treatment, or support services to a resident of the facility are to report when a drug or alcohol test is required for employment and continued employment. These sites will collect a urine sample or breathalyzer and forward on to the contractor’s lab for testing.

The Contract holder shall provide training for designated supervisors who will be called upon to make a reasonable suspicion determination. The Supervisor shall be trained in the facts, circumstances, physical evidence, physical signs and symptoms, or patterns of performance and/or behavior that are associated with use. Supervisors must be trained in the proper procedures for confronting and referring the employee for testing.

Preferred Testing Site, A testing site shall be located in close proximity to Thomson-Hood Veterans Center. In the event that a suitable collection site is not available in a county, an alternate collection site may be permitted with pre-approval of Thomson-Hood Veterans Center.

Proposed collection sites must be approved by Thomson-Hood Veterans Center before the collection site is accepted as a permanent collection facility. Additional collection sites may be added during the term of the contract.

Services shall be required as needed Monday through Sunday, seven days a week, for a minimum of eight consecutive hours per day with hours between 7:00 a.m. through 7:00 p.m. Contractor must provide the means for obtaining

Document Phase Document Description Page 5 acceptable samples during the entire 24-hour day, including Reasonable Suspicion testing occurring outside of normal laboratory operating hours.

Should THVC require substitute collection site it shall have adequate parking and waiting areas for employees waiting to be tested. Collection sites should be adequately staffed and employees shall wait no more than 30 minutes for scheduled testing to begin unless an emergency exists. Location of site shall be located with 15 minutes of Thomson- Hood Veterans Center.

Contractor shall provide all labor, materials, and equipment necessary for the laboratory analysis of urine specimens, breathalyzers and reasonable suspicion training.

Contractor shall provide a Medical Review Officer who is a licensed physician responsible for receiving laboratory results generated by contractor’s laboratory that has knowledge of substance abuse disorders and has appropriate medical training to interpret and evaluate an individual’s positive test result together with his or her medical history and any other relevant biomedical information.

Contractor shall perform testing of urine specimens, at a minimum, for the presence of:

Marijuana Cocaine Opiates Amphetamines Phencyclidine Morphine MDMA (Ecstasy) Methadone Benzodiazepines Barbiturates Oxycodone

Contractor shall perform breathalyzers at a minimum, for the presence of alcohol with a cut off amount of .2.

Additionally a confirmatory test will be performed when test result is .02 or greater to confirm a positive test result.

Contractor shall perform additional appropriate tests to determine the presence of adulterated specimens.

Contractor or contractor’s certified laboratory mush have a board certified toxicologist.

Contractor at collection sites shall have their staff require all persons required to provide a urine specimen for testing present a picture ID as a matter of course before a sample is collected.

Contractor must have the capability and be able to transmit all results using all of the following methods: auto fax, e-mail, and landline. All tests results are to be sent to the designated contact person at Thomson-Hood Veterans Center.

Contractor shall distribute test results within a specified time-frame.

Contractor must have a system in place that will randomly draw up to 25% of the total number of test-designated employees for THVC per year in a non-predictable pattern.

Contractor shall ensure subcontracted work will comply with all federal and state laws and regulations governing laboratory services. This is to include adherence to the Mandatory Guidelines for Federal Workplace Drug Testing Programs, published by the Substance Abuse and Mental health Services Administration (SAMHSA).

Any agreement shall be construed and interpreted according to the laws of the Commonwealth of Kentucky. This RFP and contractor’s proposal shall become a part of the contract, if a contract is executed.

All respondents are to be aware that the selected contractor shall be registered to conduct business in the Commonwealth prior to THVC issuing a contract. Such registration shall be obtained from the Secretary of state who will provide the certification thereof.

Contractors shall comply with all federal and state laws and regulations governing services provided which adhere to the Mandatory Guidelines for Federal Workplace Drug Testing Programs, published by the Substance Abuse and Mental Health Services Administration (SAMHSA).

Document Phase Document Description Page 6

The contractor will notify THVC of any policy changes derived from current state and federal regulations as they affect the laboratory services.

Contractor shall ensure that its employees responsible for taking samples are properly trained in screening test-designated applicants and employees for possible adulterants and other devices intended to nullify the test result.

Contractor shall provide a chain-of-custody system that ensures all samples are adequately safe guarded against loss, substitution and claims of a false or broken chain of custody.

Contractor shall provide on-site drug testing (to be available 24 hours a day, 7 days a week) with a two hour respond time to the facility. Contractor shall supply the sample taker, chain-of-custody documentation and testing site instruction in accordance with Mandatory Guidelines for Federal Workplace Drug Testing Programs.

Contractor shall incorporate KDVA’s Drug Testing regulation 17KAR 3:030 as guidance in implementing this contract and shall develop internal procedures for random drug testing as required by 17 KAR 3:030, Section 4 (3)(d), subsection 2.

DOT TESTING:

DOT regulations state that we may have our own company testing program and test for other drugs of our choosing.

DOT prohibits the company from testing for additional drugs under the DOT program. DOT tests records have to be kept separate from the company’s test records. All rules and regulations applied to DOT tests must be applied.

DOT regulations require that all CDL holders be in a DOT drug testing pool that tests no less than (4) four times per year, or quarterly. They go into that pool after having a DOT pre-employment test. As long as they are active employees, they must be a DOT random pool. They can be in non-DOT but those tests do not count as DOT random tests.

Selected vendor would provide all the mandated Federal Reports to us and the forms to use for collection.

The DOT test is a 5 panel which includes: Amphetamines, Cocaine Metabolites, Opiates, PCP, Marijuana, Metabolites, THC.

3.00 Evaluation Criteria

The Kentucky Department of Veterans Affairs/Office of Kentucky Veterans Centers/Thomson- Hood Veterans Center shall conduct a comprehensive, fair, and impartial evaluation of all proposals. The THVC may reject any proposal that is incomplete or in which there are significant inconsistencies or inaccuracies. The THVC reserves the right to reject all proposals.

The THVC has established a Proposal Evaluation Committee to review, evaluate and verify information submitted by the offeror.

Each vendor is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the vendor.

The THVC shall evaluate the proposals by assigning scores as indicated.

Technical Proposal Evaluation

Criteria Maximum Points Possible Mandatory Requirement

# Provide a Copy of accreditation by the Clinical Laboratory Improvement Amendment of 1988 (CLIA)

# Provide a Copy of SAMSHA certification

Pass/Fail

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# Provide a Copy of licensure from state of Kentucky

Mandatory Requirement means a condition set out in the specifications or statement of work that must be met without exception.

PROPOSALS THAT DO NOT MEET

MANDATORY REQUIREMENTS WILL BE

DEEMED NON-RESPONSIVE AND WILL

NOT BE CONSIDERED.

Sample copy of chain of custody form 50 Ability to perform Drug Test for pre-employment, post-accident, reasonable suspicion, and random drug testing of current and potential employees within guidelines set in the scope of work of this RFP and in accordance with 17 KAR 3:050.

Provide description of how you plan to meet this criteria.

Ability to perform Alcohol Test-Breath Test using RBT-IV for post-accident and reasonable suspicion drug testing employees within guidelines set in the scope of work of this RFP and in accordance with 17 KAR 3:050. Provide description of how you plan to meet this criteria.

Main collection facilities proximity to THVC (must be within twenty (20) miles). Provide locations with addresses.

After-hours collection facility location and hours (must be within thirty (30) miles). Provide locations with addresses.

Online portal to pull results and edit active employee listings. Provide description of online portal and its capabilities.

Ability to e-mail or call-in results to THVC.

Explain how your agency will get THVC the results.

Have a chain of custody system. Provide description of your chain of custody system.

Amount of time for collection until results are sent (no greater than one (1) week/seven (7) calendar days from collection date). Provide your timeline from collection of samples until results are provided, to include tests that require follow up with DTO.

Provide Random list of employees to drug test monthly that will equal 25% of yearly employee headcount. Explain your ability to perform this task.

Maximum Points Possible 550

Document Phase Document Description Page 8

Cost Proposal Evaluation

PROVIDE THE COST FOR EACH BELOW:

-Drug Test for new employees and random drug testing of current employees

-Alcohol Test - Breath test using RBT-IV per cost proposal (all locations contracted)

Maximum Points Possible 300

Oral Demonstration/Presentation Evaluation, if required

Document Phase Document Description Page 9

Oral Demonstration/Presentation

The Commonwealth reserves the right to require Oral Presentations/Demonstrations to verify or expand on the Technical or Cost Proposals. Oral Presentations/Demonstrations may be conducted through videoconferencing or by conference call, if it is in the best interest of the Commonwealth to do so.

This is the opportunity for the vendor to present and demonstrate the solution and to answer questions or to clarify the understanding of the evaluation committee in accordance with the requirements of this RFP. The Commonwealth reserves the right to reject any or all proposals in whole or in part based on the oral presentations/demonstrations.

If required, the top 3 highest ranking vendors may be invited. Scheduling will be at the discretion of the Commonwealth. The Commonwealth reserves the right not to require oral presentations/demonstrations

Maximum Points Possible 200

Total Proposal Evaluation

Technical Proposal 550

Cost Proposal 300

Oral Demonstrations/Presentations, if required 200

MAXIMUM POINTS POSSIBLE

4.00 Schedule of RFP Activities

The following schedule presents the major activities associated with the RFP distribution, written questions and proposal submission. The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Release of RFP 02/25/2026

Written Questions due by: 3:00PM EST 03/09/2026

Anticipated Commonwealth Response to Written Questions 03/18/2026

Offeror’s Conference N/A

Anticipated Commonwealth Response to Vendor Conference Written Questions N/A

Document Phase Document Description Page 10

Proposals Due by: 3:00PM EST 04/01/2026

All bidders are cautioned to be aware of the security in the Thomson-Hood Veterans Center located at 100 Veterans Drive/Wilmore, Kentucky. All bids shall be time stamped in the Thomson-Hood Veterans Center/Purchasing Department. no later than the due date and time defined in this Solicitation. In person or courier delivered bids in response to this Solicitation shall be delivered to Thomson-Hood Veterans Center/Purchasing Department. Delays due to building security checks shall not be justification for acceptance of a late bid.

*NOTE: ALL TIME REFERENCES ARE TO THE EASTERN TIME ZONE.

5.00 Offeror’s Conference

The Offeror’s Conference will be held at Thomson-Hood Veterans Center if required Attendance is mandatory. This will be the only opportunity to ask oral questions. The Commonwealth shall not be bound by any oral answers to the questions presented at the Conference or oral statements made at any other time by any member of the Commonwealth’s staff. Salient questions asked at the Offeror’s Conference and the responses will be reduced to writing and issued in an Addendum that shall be posted to the eProcurement website. In the event of a conflict between oral answers or statements presented at the Conference and written responses in the Addendum, written responses in the Addendum shall control.

6.00 Point of Contact

The Agency Contact named below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular mail, express mail or electronic mail), concerning this procurement shall be addressed to:

Cindy Walker 100 Veterans Drive Wilmore, KY 40390 859-858-1374 Cindy.walker@ky.gov

From the issue date of this RFP until a Contractor(s) is selected and the selection is announced, Offerors shall not communicate with any other Commonwealth staff concerning this RFP.

7.00 Questions Regarding this RFP

Questions must be submitted in writing to the Agency Contact. The Commonwealth will respond to salient questions in writing by issuing an Addendum to the Solicitation. The Addendum shall be posted to the Commonwealth’s eProcurement page.

8.00 Proposal Submission

Hard Copy Proposals

Each qualified offeror shall submit only one (1) proposal. Alternate proposals shall not be allowed. Failure to submit as specified shall result in a non-responsive proposal.

Document Phase Document Description Page 11

The vendor should complete the "Vendor" box on the face of the solicitation. An authorized representative of the vendor shall sign where indicated on the face of the solicitation. Signature is not required if proposals are submitted electronically.

Acknowledgment of Addenda

It is the vendor's responsibility to check the web site for any modifications to this solicitation.

Vendors are encouraged to acknowledge each addendum by signing and submitting the latest addendum with their response. However, signing the face of the solicitation as indicated above constitutes the vendor’s acknowledgement of and agreement to be bound by the terms of all addenda issued.

Failure to specifically acknowledge addenda will not excuse the vendor from adhering to all changes to the requirements of the solicitation set forth therein nor provide justification for any pricing changes.

All submitted technical and cost proposals shall remain valid for a minimum of six (6) months after the proposal due date.

8.10 Format of Response

Hard Copy Proposals

A. Proposals shall be submitted in three (3) parts: The Technical Proposal, the Cost Proposal, and if applicable the Proprietary Information.

1. The Technical Proposal should include one (1) marked original hard/paper copy technical and number marked technical thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

2. The Cost Proposal should include one (1) marked original hard/paper copy cost and number marked cost thumb/flash drives (in Microsoft Word, Microsoft Excel or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

3. Any Proprietary Information should include one (1) marked original hard/paper copy proprietary and number marked proprietary data thumb/flash drives (in Microsoft Word, Microsoft Excel, or PDF format ONLY). Do not include embedded documents, hyperlinks or hyperlinks to videos.

Proposal shall be submitted to the Agency Contact. The outside cover of the package containing the technical proposal shall be marked:

Document Phase Document Description Page 12

RFP 074 2600000270

TECHNICAL PROPOSAL

Name of Offeror

The outside cover of the package containing the cost proposal shall be marked:

RFP 074 2600000270

COST PROPOSAL

If applicable, the outside cover of the package containing the proprietary shall be marked:

RFP 074 2600000270

PROPRIETARY PROPOSAL

All proposals must be received no later than 3:00PM EST and 04/01/2026

Pricing shall only be provided in the Cost Proposal. DO NOT SUBMIT ANY PRICING

INFORMATION IN THE TECHNICAL PROPOSAL.

All submitted Technical and Cost Proposals shall remain valid for a minimum of six (6) months after the proposal due date.

8.20 Format of Technical Proposal

The Technical Proposal must be arranged and labeled in the manner set forth below.

Transmittal Letter – a Transmittal letter shall be submitted on Offeror’s letterhead and signed by an agent authorized to bind the Offeror. The Transmittal letter shall include the following:

a. A statement that deviations are included, if applicable.

b. A statement that proprietary information is included, if applicable.

c. A statement that, if awarded a contract as a result of this Solicitation, the Offeror shall comply in full with all the requirements of the Kentucky Civil Rights Act, and shall submit all data required by KRS 45.560 to 45.640.

d. A sworn statement that, pursuant to KRS 11A.040, that Offeror has not knowingly violated any provisions of the Executive Branch Code of Ethics.

e. A statement certifying that the price in this proposal was arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other Offeror or with any competitor.

Document Phase Document Description Page 13

f. A statement affirming that the Offeror is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing with the Office of the Kentucky Secretary of State for the duration of any awarded contract resulting from this Solicitation.

g. The name, address, telephone number and email address and website address, if available, of the contract person to serve as a point of contact for day-to-day operations.

h. Subcontractor information to include the name of the company, address, telephone number and contact name, if applicable.

i. Foreign entity’s organization number issued by the Secretary of State in a certificate of authority or a statement of foreign qualification, if applicable.

Completed and Signed Solicitation and Addenda – An authorized representative MUST complete and sign the Solicitation form and include the following:

a. “Vendor” box and “Payment” box should be completed.

b. Vendor shall indicate ownership type.

c. Vendor shall provide “FEIN” if applicable.

d. Vendor shall provide date the form is completed and signed.

e. Signed face of the most recent Addenda, if applicable.

Signed and Notarized Required Affidavit for Bidders or Offerors - available at the following link:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.

Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status – if applicable. Available at the following link:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.

*Offerors not claiming Resident Bidder Status need not submit this affidavit.

Signed and Notarized Required Affidavit for Bidders, Offerors and Contractors Claiming Qualified Bidder Status – if applicable. Available at the following link:

https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx.

*Offerors not claiming Qualified Bidder Status need not submit this affidavit.

Response to the Technical Portion of the RFP – Please provide a detailed response to the technical requirements outlined in the Evaluation Criteria. No cost information shall be provided in the technical portion.

8.30 Format of Cost Proposal

The Cost Proposal must be submitted under separate cover from the Technical Proposal and must be arranged and labeled in the manner specified. The proposal with the lowest price receives the maximum score. The remaining proposals with the next lowest price receives points by dividing the lowest price by the next lowest price and multiplying that percentage by the available points.

8.40 Certification Regarding Debarment and Suspension

Document Phase Document Description Page 14

2600000270 Final 074/THVC/DRUG TESTING & DOT Testing Total Pages: 29 https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx https://finance.ky.gov/office-of-the-secretary/Pages/finance-forms.aspx

In accordance with Federal Acquisition Regulation 52.209-5, the Offeror shall certify, by signing the Solicitation, that to the best of its knowledge and belief, the Offeror and/or its Principals is (are) not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency.

For the purposes of this certification, “Principals”, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of subsidiary, division, or business segment, and similar positions.

9.00 Rules of Procurement

To facilitate this procurement, various rules have been established. These are described in the following paragraphs.

Offerors should review and comply with the General Conditions and Instructions for Solicitation/ Contract listed under “Response to Solicitation” located on the eProcurement web page at https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

The procurement process will provide for the evaluation of proposals and selection of the winning proposal in accordance with state law and regulations. KRS Chapter 45A of the Kentucky Model Procurement Code provides the regulatory framework for the procurement of services by state agencies.

9.10 Technical Proposal Evaluation

The THVC will evaluate the proposal based on the technical portion of the Evaluation Criteria.

Each Offeror is responsible for submitting all relevant, factual and correct information with their offer to enable the evaluator(s) to afford each vendor the maximum score based on the available data submitted by the Offeror. Past Offeror Performance may be considered in the award of this Contract. Offerors with a record of poor performance in the last twelve (12) months may be found non-responsible and ineligible for award.

9.20 Cost Proposal Evaluation

The THVC will evaluate the proposal based on the cost portion of the Evaluation Criteria.

9.30 Right to Reject/Waiver of Minor Irregularities

The Commonwealth reserves the right at its discretion to reject any and all offers. The Commonwealth also reserves the right at its discretion to waive informalities and minor irregularities in offers received.

9.40 Clarification of Proposals

The Commonwealth reserves the right at its discretion to request additional information as may reasonably be required for selection and to reject any proposals for failure to provide additional information on a timely basis.

The Commonwealth reserves the right to conduct discussions with any Offeror who has submitted a proposal to determine the Offeror’s qualifications for further consideration. Such discussions shall not disclose any information derived from proposals submitted by other Offerors.

9.50 Best and Final Offers

Document Phase Document Description Page 15 https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

The Commonwealth reserves the right at its discretion to request a Best and Final Offer (BAFO) for technical and/or cost proposals. Offerors are cautioned to propose their best possible offers at the outset of the process, as there is no guarantee that any Offeror will be allowed an opportunity to submit a Best and Final technical and/or cost offer.

9.60 Vendor Response and Public Inspection

This RFP specifies the format, required information and general content of proposals to be submitted in response to the RFP. The Kentucky Department of Veterans Affairs/Thomson- Hood Veterans Center shall not disclose any portions of the proposals prior to contract award to anyone outside the Kentucky Department of Veterans Affairs/Thomson-Hood Veterans Center,representatives of the agency for whose benefit the contract is proposed, representatives of the federal government, if required, and the members of the evaluation committee. After a contract is awarded in whole or in part, the Commonwealth shall have the right to duplicate, use, or disclose all proposal data submitted by Offerors in response to this RFP as a matter of public record.

Any and all documents submitted by an Offeror in response to the RP shall be available for public inspection after contract award pursuant to the Kentucky Open Records Act, KRS 61.870 to 61.884 (“the Act”). When responding to a request to inspect records submitted in response to this RFP, the Commonwealth will not redact or withhold any information or documents unless the records sought are exempt from disclosure pursuant to KRS 61.878 or other applicable law. Similarly, no such documents shall be exempt from public disclosure, regardless of the Offeror’s designation of the information contained therein as “proprietary,” “confidential,” or otherwise, except in cases where the requested documents (or information contained therein) would be excluded from application of the Act under KRS 61.878(1)(c).

The Commonwealth of Kentucky shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejections of the proposal will not affect this right.

9.70 Reciprocal Preference for Kentucky Resident Bidders and Preferences for a Qualified Bidder The scoring of bids/proposals is subject to the reciprocal preference for Kentucky resident bidders and preferences for a Qualified Bidder or the Department of Corrections, Division of Prison Industries (See KRS 45A.490(1), (2), 45A.492, 45A.494 and KAR 200 5:410).

Vendors not claiming resident bidder or qualified bidder status need not submit the corresponding affidavit.

Determining the residency of a bidder for purposes of applying a reciprocal preference

Any individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit the attached Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status as part of its response. The THVC reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination.

As part of its response, a nonresident bidder shall submit its certificate of authority to transact business in the Commonwealth of Kentucky, Secretary of State. The location of the principal office identified therein shall be deemed the state of residency for that bidder. If the bidder is not required

Document Phase Document Description Page 16 by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.

Preferences for Qualified Bidder or the Department of Corrections, Division of Prison Industries (200 KAR 5:410)

Pursuant to KRS 45A.470 and 200 KAR 5:410, Kentucky Correctional Industries will receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. In addition, the following “qualified bidders” will receive a preference equal to fifteen

(15) percent of the maximum points awarded to a bidder in a solicitation. New Vision Industries, Inc., any nonprofit corporation that furthers the purposes of KRS Chapter 163 and any qualified nonprofit agencies for individuals with severe disabilities as defined in KRS 45A.465(3). Any bidder claiming “qualified bidder” status, other than New Vision Industries, Inc., shall submit a notarized affidavit affirming that it meets the requirements to be considered a qualified bidder as part of its response to the solicitation (affidavit form included as part of this RFP). If requested, failure to provide documentation proving qualified bidder status to a public agency, if requested, may result in disqualification of the bidder or contract termination.

9.80 Negotiation

After conducting the evaluation to determine the best proposal received, the THVC reserves the right to negotiate a fair and reasonable compensation based on the pricing submitted in the Offeror’s proposal. If the negotiations fail to reach an agreement on a fair and reasonable compensation rate, the THVC reserves the right to proceed to the next highest ranked proposal. Other terms and conditions relating to the technical and/or cost proposals may be negotiated at the sole discretion of the Commonwealth.

9.85 Best Interests of the Commonwealth

The Commonwealth will rank all proposals in the manner set forth in the Evaluation Criteria.

However, the Commonwealth reserves the right to reject any or all proposals in whole or in part before, during, or after negotiation based on the best interests of the Commonwealth.

CONTRACT AWARD, TERMS, AND CONDITIONS

10.00 Notification of Award

To view the award of contract(s), including the contractor(s) receiving the award(s) for this solicitation, access the Kentucky Vendor Self Service Site at:

https://vss.ky.gov

Offerors can search for the solicitation title or number in the keyword search field or filter their search for only awarded solicitations by clicking on “Advanced Search” and changing the status to “awarded.” The award(s) information can be accessed by clicking on the details button of the solicitation and clicking the “Notice of Award” tab. It is the Offeror’s responsibility to review this information in a timely fashion. No other notification of the results of an Award of Contract will be provided to unsuccessful Offerors.

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10.10 Beginning of Work

This Contract is not effective and binding until approved by the Secretary of the Finance and Administration Cabinet and filed with the Legislative Research Commission’s Government Contract Review Committee. The Contractor shall not commence any billable work until a valid Contract has been fully executed. This Contract, including the components referenced in Section 10.20, shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this Contract.

10.20 Contract Components and Order of Precedence

The Commonwealth’s acceptance of the Contractor’s offer in response to the Solicitation, indicated by the issuance of a Contract Award, shall create a valid contract between the Parties consisting of the following:

1. Procurement Statutes, Regulations and Policies

2. Any written Agreement between the Parties.

3. Any Addenda to the Solicitation.

4. The Solicitation and all attachments

5. Any Best and Final Offer.

6. Any clarifications concerning the Contractor’s proposal in response to the Solicitation.

7. The Contractor’s proposal in response to the Solicitation.

In the event of any conflict between or among the provisions contained in the Contract, the order of precedence shall be as enumerated above.

10.30 Contract Term and Renewal Option

The initial term of the Contract is anticipated to be from 07/01/2026 through 06/30/2028.

This agreement is not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the Contract and until the Contract has been filed with the Legislative Research Commission, Government Contract Review Committee.

The Commonwealth reserves the right to renew this contract for up to two (2) additional two (2) year periods.

Renewal shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705.

10.40 Changes and Modifications to the Contract

Pursuant to 200 KAR 5:311, no modification or change of any provision in the Contract shall be made, or construed to have been made, unless such modification is mutually agreed to in writing by the Contractor and the Commonwealth, and incorporated as a written amendment by the THVC prior to the effective date of such modification or change. Modification shall be subject to prior

Document Phase Document Description Page 18 approval from the Secretary of the Finance and Administration Cabinet, or this authorized designee, and the LRC Government Contract Review Committee. Memoranda of Understanding, written clarification, and/or other correspondence shall not be construed as amendments to the Contract.

10.50 Insurance Requirements

** Proof of all required insurances should be provided prior to award.**

A Certificate of Insurance (COI) on an ACORD form is required unless approved by the Commonwealth’s Office of the Controller.

A. Required Coverage The awarded vendor(s) shall be responsible for maintaining, and not reducing, the following insurance coverages, types, and limits of liability. Further awarded vendor shall be able to produce evidence of insurance in compliance with part C of this section through the entire contract:

Commercial General Liability Insurance in accordance with minimum limits of liability of $1,000,000.00 per occurrence, $2,000,000.00 aggregate. The Commonwealth, in the Request for Solicitation, may require higher limits depending on the type of solicitation.

B. Additional Types of Insurance

(*The Commonwealth reserves the right to require higher coverage amounts if needed based on the type of contract and associated risk)

1. Automobile Liability Insurance (If Applicable) Automobile Liability Insurance is required for delivery, onsite training, services or events in all situations where the Contractor must drive to any property where Commonwealth operations occur. With regard to delivery, if the items requested in this solicitation will be delivered by the awarded Contractor or Subcontractor, proof of Automobile Liability Insurance must be provided prior to award. If items will be delivered by common courier (USPS, FedEx, UPS, Old Dominion Freight Line, etc.), this requirement does not apply.

The Contractor or Subcontractor must provide a certificate of insurance coverage for any vehicle used in performance of this contract, whether owned, non-owned, or hired, or other vehicles utilized by the Contractor or Subcontractor. Said policy of insurance to have a minimum coverage limit of $1,000,000.00 per occurrence combined single limit for bodily injury, including death, and property damage.

This requirement does not apply if the Contractor does not own, lease, or hire any automobiles to be used in connection with performance under any Contract resulting from this Solicitation.

2. Professional Liability Insurance (If Applicable) Professional Liability (Error & Omissions) Insurance shall be required for all professional services performed by licensed or certificated individuals or

Document Phase Document Description Page 19 individuals working on behalf of licensed or certificated individuals. The required Professional Liability Insurance shall have a minimum limit of liability of $1,000,000.00 per claim for damages arising out of negligent acts, errors, and/or omissions in the performance of services.

C. Evidence of Insurance Coverage

The successful bidder shall provide evidence of insurance coverage as required.

Failure to do so shall constitute a material breach of this Contract and may result in immediate cancellation of the Contract.

For all required insurance coverages, during the course of the Contract, the awarded vendor shall not be self-insured or utilize a Captive Insurer or a fronting policy that shifts risk back to the awarded vendor without prior written approval by the Office of the Controller of the Commonwealth.

Further, the awarded vendor shall not utilize an insurer or similar entity not in good standing with the Insurance Commissioner to fulfill the insurance requirements of the contract without prior written approval by the Office of the Controller of the Commonwealth.

Such approvals may require additional financial review, proof of funds, or bonding requirements sufficient for the risk associated with the services covered by the Contract, and approval or rejection is within the sole discretion of the Commonwealth’s Office of the Controller.

Contractor shall furnish the Certificate of Insurance prior to award and shall, upon request of the Commonwealth at any time during the contract term, provide a current, valid Certificate of Insurance.

Contractor and/or its insurer shall provide immediate notice of nonrenewal or cancellation of coverage during the course of the Contract.

All Certificates of Insurance must be signed by an authorized representative of the insurance agency, shall be in compliance with the laws of the Commonwealth of Kentucky, and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive. A list of authorized companies can be found at https://insurance.ky.gov/ ppc/Company/Default.aspx.

The certificate holder shall be listed as:

Thomson-Hood Veterans Center

100 Veterans Drive

Wilmore, KY 40390

Attn: Cindy Walker

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Endorsement of Additional Insured. Certificate of Insurance must contain the following language in the Description of Operations box:

“The Commonwealth and its agents are Additional Insureds for the contract resulting from the solicitation. Additional insured protection afforded is on a primary and non-contributory basis.”

A copy of the Endorsement of Additional Insured must be submitted with the Certificate of Insurance.

D. Subcontractors If the contract allows for Subcontractors and utilizes Subcontractors, prior to the commencement of any work by a Subcontractor.

# The primary Contractor’s Certificate of Insurance must identify coverage that meets or exceeds the insurance requirements defined in this contract and that covers Subcontractor and its work in support of the Contract or the Subcontractor must submit and maintain a Certificate of Insurance that also meets or exceeds the insurance requirements of the Primary Contractor defined in this contract, with an Additional Insured Endorsement.

# Procuring Agency reserves the right to request copies of all Subcontractor’s Certificate(s) of Insurance at any time.

10.60 Notices

Unless otherwise instructed, all notices, consents, and other communications required and/or permitted by the Contract shall be in writing. After the award of the Contract, all communications of a contractual or legal nature are to be made to the Agency Contact.

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Questions and Answers

1. Employee Population What is the approximate total number of test-designated employees at Thomson-Hood Veterans Center? This will allow us to accurately scope collection site resources and random testing program capacity. 250

2. DOT Random Pool Size How many CDL holders are currently in the DOT random testing pool? DOT testing must be maintained as a separate program per 49 CFR Part 40, and the pool size determines quarterly testing frequency and scheduling. 8

3. Estimated Annual Testing Volume Approximately how many total drug tests and breath alcohol tests were conducted in the most recent contract year across all categories (pre-employment, random, post-accident, reasonable suspicion, and DOT)? 110

4. Breath Alcohol Testing Device Section 2.00 references the RBT-IV for breath alcohol testing. Will Thomson-Hood Veterans Center accept other evidential breath testing (EBT) devices that are approved and listed on the NHTSA Conforming Products List per 49 CFR Part 40, Subpart J? Or is the RBT-IV the only acceptable device? Only RBT-IV

5. Electronic Chain of Custody Will Thomson-Hood Veterans Center accept electronic chain of custody forms (eCCF) in place of paper chain of custody forms? eCCF provides enhanced security, tamper-proof documentation, and faster processing through direct electronic transmission between the collection site and laboratory. Thomson Hood prefers eCCF

6. After-Hours / Emergency Collection Method For the 24/7 on-site testing requirement with a two-hour response time (Section 2.00), will Thomson-Hood Veterans Center accept mobile collection services dispatched to the facility as an alternative to maintaining a separate fixed after-hours collection site? yes

7. Specimen Collection Supplies Is the contractor responsible for providing all specimen collection supplies (cups, seals, temperature strips, chain of custody forms) to collection sites, or does Thomson-Hood Veterans Center maintain its own supply inventory? Contractor is Responsible

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Personal Service Contract Standard Terms and Conditions Revised February 2026

Whereas, the first party, the state agency, has concluded that either state personnel are not available to perform said function, or it would not be feasible to utilize state personnel to perform said function; and

Whereas, the second party, the Contractor, is available and qualified to perform such function; and

Whereas, for the abovementioned reasons, the state agency desires to avail itself of the services of the second party;

NOW THEREFORE, the following terms and conditions are applicable to this contract:

1.00 Effective Date

This contract is not effective until the Secretary of the Finance and Administration Cabinet or his authorized designee has approved the contract and until the contract has been submitted to the Legislative Research Commission, Government Contract Review Committee (“LRC”). However, in accordance with KRS 45A.700, contracts in aggregate amounts of $10,000 or less are exempt from review by the committee and need only be filed with the committee within 30 days of their effective date for informational purposes.

KRS 45A.695(7) provides that payments on personal service contracts and memoranda of agreement shall not be authorized for services rendered after government contract review committee disapproval, unless the decision of the committee is overridden by the Secretary of the Finance and Administration Cabinet or agency head if the agency has been granted delegation authority by the Secretary.

The Commonwealth will make payment within thirty (30) working days of receipt of contractor's invoice or of acceptance of goods and/or services in accordance with KRS 45.453 and KRS 45.454.

Payments are predicated upon successful completion and acceptance of the described work, services, supplies, or commodities, and delivery of the required documentation. Invoices for payment shall be submitted to the agency contact person or its representative.

2.00 Renewals

Upon expiration of the initial term, the contract may be renewed in accordance with the terms and conditions in the original solicitation. Renewal shall be subject to prior approval from the Secretary of the Finance and Administration Cabinet or his authorized designee and the LRC Government Contract Review Committee in accordance with KRS 45A.695 and KRS 45A.705, and contingent upon available funding.

3.00 LRC Policies

Pursuant to KRS 45A.725, LRC has established policies which govern rates payable for certain professional services. These are located on the LRC webpage https://apps.legislature.ky.gov/ moreinfo/Contracts/homepage.html and would impact any contract established under KRS 45A.690 et seq., where applicable.

4.00 Choice of Law and Forum

This contract shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any action brought against the Commonwealth on the contract, including but not

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